Overview

Publishing makes a document the official, active version that is visible to all users with the appropriate permissions. A document is published automatically when it completes its approval chain, or can be published directly by an administrator.

Who can access this: Admin Quality Manager

Navigation: Managed Documents → [Select Document] → Workflow & Approval tab

 

How Documents Get Published

 

Method 1: Through Approval Chain (Recommended)

The standard approach is to submit the document for approval. When the final approver in the chain approves the document, it is automatically published.

 

Method 2: Direct Publish

Administrators can publish a document directly without going through an approval chain. This is useful for urgent updates or documents that don't require formal review.

 

What Happens When a Document is Published

  • The document status changes to Published
  • The content is locked — no further edits can be made to this version
  • The effective date is set (if not already specified)
  • If training requirements are configured, training assignments are automatically created for the relevant trainees
  • The previous published version (if any) is superseded
  • A version history entry is recorded
Tip: If you need to make changes to a published document, create a new version (see Creating a New Version) rather than attempting to edit the published version directly.

 

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